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Dear {{first_name}},

Thank you for contacting us and for considering Your company name  for your group booking. 
This proposal sets out the only all-in-one place to plan, price, and book your group's accommodation. We can assure you that with us, each one of your clients will have a reliable and comfortable stay in their home away from home.


As you mentioned during our conversation, the requirements you would like to meet were the following:

  • Three-night stay from March 26 till March 29, 2021
  • 32 rooms accommodating 63 persons as follows:
  • 18 double rooms; 7 twin rooms, 4 single rooms, 3 triple rooms
  • Breakfast included
  • Meeting room available for 30 minutes each morning
  • Group check-in and check-out

Our proposal is here to make your logistics problems seem simple by taking care of all of the above requirements. In the next few chapters, we will introduce you to the best plan and pricing for your stay in [enter the city].

Your company name raises the bar of group travel by offering an individual approach to each one of your guests. No detail is overlooked and we can guarantee the best price and value for money on the market.


Our sales team is dedicated to finding the right solution for your group requirements.  Here is what we’ve got planned:

Block booking

We will make a block reservation that will ensure all of the rooms are close together. The option will be valid for the next 30 days and will include complimentary accommodation for the tour guide and the bus driver. 

Group check-in and check out

We will kindly ask you to provide us with the approximate arrival and departure times, so we can arrange our front desk accordingly. One of our staff members will set aside all of your room keys and individually hand them over to your group members upon arrival, along with a print out of all important information, such as wifi password, breakfast times, etc.

Meeting room

As you requested, a meeting room will be available every day from 8:00 till 8:30 AM, to avoid trying to get your group together in a lobby. Due to the size of your group, we are offering you this at no extra charge for the conference room rental.


Breakfast is included in the room rate. Since there is no exact time, just an open time frame, we would suggest setting aside a certain number of tables clearly marked for your group, to avoid running out of room in a restaurant.

Extra services 

One of our main goals is to make our guests' stay as comfortable and easy as possible. Therefore, our hotel is offering services such as concierge and self-service laundry facilities, along with a bar and a restaurant on-site, to ensure the guests' maximum satisfaction.

Plan of action

After you sign this proposal, our sales team will schedule a follow-up call to finalize the plan and gather all the remaining necessary information and guest details.

The schedule according to your needs would be as follows:  

Day 1 - Arrival at the hotel, group check-in followed by the important information and hotel policies. 

Day 2 and 3 - Ensuring the meeting room availability prior to the groups' departure for daily trips. (8:00 - 8:30 AM) 

Day 4 - Group check out and departure.

During the stay at the hotel, our guests have access to an amazing view, superior rooms, and high-class extras from tablets with concierge app to toys for their little ones.

The guests can also take advantage of numerous features, services, facilities, and amenities listed below:

Room amenities

  • Smart TV with cable/satellite channels
  • Bathrobe, hairdryer, scale
  • Cosmetic set
  • Hypoallergenic sheets and pillow menu

Hotel services

  • Transfer services
  • Laundry and pressing services
  • Room service

Facilities, restaurants, and bars

  • Seafood restaurant on the ground floor
  • Rooftop terrace bar with a wide range of drinks and snacks
  • Wine bar on the first floor
  • Fitness center with a reception desk
  • Wellness with an indoor swimming pool and jacuzzi
  • Souvenir shop

Meet our clients

The owner of ABC Travel added to their sales portfolio a group trip to [enter city]. After they received a lot more client inquiries than they first assumed, they started searching for a different hotel to meet their group needs.

The solution and the outcome 

Luckily, our sales team was up for the challenge and they managed to organize a large block booking in less than two weeks! They thought of everything, including a parking space for the charter buses. The guests had their personal breakfast hall, meeting area, and all the amenities they would get if they were traveling on their own. 

A few words from Tina

 “When I first got a call from one of my employees stating that our trip to [enter city] received close to 50 more inquiries that we were hoping for, I knew I had to immediately start searching for a different hotel. The sales team from Your company name was very nice, efficient, and helpful and we managed to make it work. Once we arrived at the hotel, I realized it was beyond everything I was hoping for. I will definitely work with them again!”

- Tina | ABC Travel -

Your investment

Why lose valuable time searching through countless websites. Contact us for our special FAM rates and let us show you the best of our offer. 

Important information:
On our block bookings, we are offering 10% off the regular price.
The offer is valid for 30 days. After 30 days, it will be subjected to availability.
The rooms for the tour leader and the bus driver are complimentary.
Breakfast is included in the rate. 
City tax and extras have to be covered at the front upon departure.

Double room
Double and twin rooms price for 3 nights
@ £110.00
single room
Single rooms price for 3 nights
@ £80.00
triple room
Triple rooms price for 3 nights
@ £115.00
One-off Total

"I stayed at Your company name as a part of a large group, at a company organized conference. I was truly impressed by how easy and smoothly everything went. The arrival and departure were handled perfectly, and I've seen how chaotic those can turn out to be. The rooms were spotless and the staff was amazing! I will definitely come back on my own! "                  
                                                                                         - Donald | XYZ Motors

The [Venue name] awaits you

It goes without saying we want to help your guests make the most out of their trip to [enter the city]. 

Sign below

To make the following steps as simple as possible: 

1.      Simply type your name in the box below and click “Sign Proposal”.

2.      We will send you an invoice for 30%.

3.      Once the deposit was received, we will schedule a meeting to finalize the plans. 

We can’t wait to start working on your perfect group travel plans. 

I, Jane Doe, agree to the terms of this agreement and I agree that my typed name below can be used as a digital representation of my signature to that fact.
  • To accept, type your name below
  • To accept, draw and type your name below
    Type your name

Terms and conditions

USER DISCLAIMER (Please Delete): This agreement may not be suitable for your circumstances and we recommend you seek legal advice before using it. Better Proposals does not take any responsibility for any events that arise as a result of your use of this agreement.

1. Payment

Full payment for your stay is required at check-in. Alternatively, we require a credit card print to secure payment at a later time during your stay. You will be advised accordingly when you make a reservation inquiry. Traveler's cheques, personal cheques or cash in foreign currencies are not accepted for payment. 

2. Payment for a Non-Refundable Room Type

The total amount of your stay will be charged on your credit card by the hotel at the time of booking.

3. Cancellations

Cancellations and changes must be done in writing (e.g. email or fax). We do not accept cancellations or reservation changes by telephone or in-person. A confirmed reservation can be canceled or changed until 3 full days prior to the scheduled arrival date (for example if you book for the 25th June you have until midnight on the 21st of June to cancel without any charge). In case of non-arrival on the day (no-show) or cancellation (or change) less than 3 days and until 1 day before arrival, your credit card will be charged for the amount of the first night. This card charge is a penalty and not a payment, it is not possible to occupy the room. From the day of arrival, the reservation can not be canceled or changed and full payment for the number of nights confirmed at the time of booking will be charged. Reservations made less than 3 days prior to arrival can not be canceled or changed. Does not apply for a not refundable room type.

4. Cancellations for a Not Refundable Room Type

Cancellations and changes must be done in writing (e.g. email or fax). We do not accept cancellations by telephone or in-person. In case of cancellation, non-arrival on the day (no-show), or modification, your credit card will be charged for the full amount due for your reservation. No refund is possible. This card charge is a penalty and not a payment, it is not possible to occupy the room.

5. Reservations

Valid credit card details (Visa, MasterCard, JCB or Diners Club) and billing address must be provided to guarantee your reservation. Your credit card number and expiry date will be verified using a checking sequence. Shortly before your planned arrival date, the availability of funds on your card will be verified, but no payment will be processed. In case of a negative outcome of the availability check on your card, we reserve the right to cancel your reservation.

6. Confirmations

Confirmations that are received by email or fax will be processed and confirmed by our reservation office within 24 hours. A reservation is considered provisional until the hotel confirms acceptance of the reservation. We confirm the reservation by email or fax, stating the reservation details.

7. Email / Fax bookings

You agree that all communications and agreements that we or you provide electronically or by fax satisfy any legal requirements that communications be in writing.

8. Special events

A minimum number of nights stay may be required over a special event. A booking made over a special event (i.e. new year, easter) can be canceled until 10 days prior to scheduled arrival. The charge for late cancellations or no-show over a special event is 3-nights' room rate. All special event dates will be advised at the time of booking.

9. Multiple room-bookings

Bookings of 3 rooms or more are considered group bookings and require full payment for the total amount of the reservation by bank transfer at the time of booking. These bookings can not be changed or canceled after confirmation. Any payment transactions are non-refundable.

10. Packages

Packages are sold as a whole. Payment is requested at check-in. It is not possible to be refunded for any services not used.


Contact me | (+44) 12567 678 468